Data security - data loss risk reduction

The key issue to consider is to ensure that your data is not stolen or inadvertently ends up in the public domain. If your business is in the Carnoustie or Edinburgh area we, at James Fraser & Co, can provide you with assistance or any additional information required.

Many companies are now completely reliant on the data stored on their network servers, PCs, laptops, mobile devices - or in the cloud. Some of this data is likely to contain either personal information and/or confidential company information.

Here we look at some of the issues to consider when reviewing the security of your computer systems, and how to minimise the risks of data loss. We have a related factsheet which covers some additional considerations for those with data in the cloud, or use some form of outsourcing.

There have been many high profile incidents of data loss - where large volumes of personal information have found their way into the public domain. Examples of this sort of information have included health records, financial records and employee details.

A commercial organisation also faces the additional risk of data being lost to a competitor.

Obviously, the larger data losses from government departments and corporations have hit the headlines. However, any company, no matter how large or small can suffer data loss unless sensible precautions are taken.

In the past year alone, according to recent research commissioned by the Department for Culture, Media and Sport (DCMS) some 45% of small/micro businesses have experienced some sort of security breach or cyber attack in the 12 months. The small/micro business survey results can be found here.

Confidential data is not always conveniently stored in a ‘secure’ database. Often employees need to create and circulate ad hoc reports (using spreadsheets and other documents) which are usually extracts of information stored in a database. This sort of data retrieval is quite often done at the expense of data security - as the database itself invariably will have access controls, but these ad hoc reports usually do not.

Find out what is happening to data and what controls are in place to prevent accidental or deliberate loss of this information.

Risk analysis and risk reduction

So the key question is - If all or some of this data is lost who could be harmed and in what way?

When that is known, then steps to mitigate the risks of data loss must be taken. Here are some steps which can be undertaken to reduce the risk of data loss -

Undertake regular backups and store backup data securely off-site

If high risk data is stored in the cloud understand what security mechanisms are in place and how you can retrieve all of this data if necessary

Review the type of information which is stored on all devices (including laptops, mobiles, tablets etc) which are used off-site. If such information contains personal and/or confidential data try to minimise or anonymise the data. Ensure that the most appropriate levels of data security and data encryption are applied to this data

If mobile devices are permitted to use company facilities ensure there is an active Bring your own Device (BYOD) policy in place, and appropriate security controls to restrict the type of data that can be stored on such devices

Ensure that company websites which process online payments have the highest levels of security. This means adopting SSL encrypted transmissions

Review the use/availability of USB, and other writable media such as optical devices within the company and think about restricting access to these devices to authorised users only, via appropriate security settings, data encryption, and physical controls

Ensure that company websites and networks are tested for vulnerabilities from attacks

Have a procedure for dealing with sensitive information and its secure disposal once the data is no longer required

Have a procedure by which any personal/corporate data stored on mobile devices can be wiped

Train staff on their responsibilities, the data security procedures and what they should do if data goes missing

Train staff to identify rogue emails, ransomware and malware, and other potential threats, and the procedures which should be followed.

Security breach

As well as risk reduction, it is also good practice to have procedures in place in the event a security breach occurs.

This should concentrate on four main areas -

A recovery plan and procedures to deal with damage limitation.

Recovery review process to assess the potential adverse consequences for individuals, how serious or substantial these are, and how likely they are to happen again.

Notification procedures - this includes not only notifying the individuals who have been, or potentially may be, affected. If the security breach involves loss of personal data then the Information Commissioner (ICO) should be informed. There may be other regulatory bodies and other third parties such as the police, the banks and the media who may need to be informed.

Post-breach - ensure that appropriate measures are put in place to prevent a similar occurrence and update procedures and train or re-train staff accordingly.